University Policy
In order to provide an appropriate level of security for property and personal safety, Northeastern Illinois
University (the “University”) will establish procedures to control keys and access to University facilities.
The purpose of this Key and Access Control policy is to provide University staff, faculty and students proper
procedure for obtaining keys and electronic access.
University faculty, staff and students.
Biometric Access: Provides admittance to University facilities by comparing a stored record of a user’s
biometric data (fingerprint).
Controlled Keys: Keys issued by the Key Control Department that provide access to University buildings,
offices and facilities.
Student Access Roster: A list of students retained by the University Police authorizing student entrance to
certain rooms.
Swipe Card Access: Provides admittance to University facilities by electronic swipe card (NEIU ID).
Uncontrolled Keys: Keys for desks, cabinets, office furniture and equipment located within University
rooms. Management of uncontrolled keys is the responsibility of the department head.
All keys are the property of Northeastern Illinois University and are issued for the purpose of conducting
University business. Keys must be obtained, managed and returned in accordance with this policy.
The Key Control Department (Key Control) will issue keys to University personnel only upon the written
request of a Department Director, Chair or designee and authorization from the Chief of University Police.
Transfer of University keys from one person to another, or obtaining keys from any source other than Key
Control, is prohibited. Key transfers, when necessary, must be authorized by the Chief of University Police
and approved by the person(s) authorized to request keys.
Duplication of keys is prohibited. Individuals duplicating keys off-campus or providing keys to other
unauthorized individuals will be subject to disciplinary action. No office or person shall be issued duplicate
keys without the written authorization from the Chief of University Police.
Volume E2:
Environment,
Health, Safety &
Security
E2.4
KEY AND ACCESS CONTROL
AND SECURITY AWARENESS
Effective Date: 05/01/2014
Responsible
Office:
University Police
Responsible
Officer:
Chief of University
Police
POLICY STATEMENT
PURPOSE OF THE POLICY
WHO IS AFFECTED BY THIS POLICY
DEFINITIONS
PROCEDURES
Key and Access Control and Security Awareness Responsible Officer: Chief of University Police
Policy E2.4 Responsible Office: University Police
Effective Date: 05/012014
Page 2 of 6
1. DISTRIBUTION CRITERIA FOR CONTROLLED KEY(S)
Distribution of controlled keys will be subject to the following criteria:
Key and Swipe Card Eligibility Criteria
Key Type
Description
Signature Requirements
Operating or
Change Key
Operates one or more
lock(s)
Department Director, Chair
or designee
Department
Master
Opens all door locks
within a Department
Department Director, Chair
or designee and the Chief
of University Police
Department
Sub-Master
Operates personal
offices as well as
other offices, but not
ALL offices in the
department
Department Director, Chair
or designee and the Chief
of University Police
High Security
keys
Operates one or more
locks.
Area Vice President or
Dean and the Chief of
University Police
Outside Door
keys/Cards
Operates building
entrance locks
Chief of University Police
Electronic Key
Card Access
Operates authorized
locks equipped with a
card reader
Department Chair, Student
Disability Services or
Provost, and Chief of
University Police
2. RESPONSIBILITY
2.1 UNIVERSITY POLICE
Assures that University buildings are locked
Provides emergency access to rooms
2.2 KEY CONTROL
Issues keys following correct procedures
Maintains records of all keys issued and returned
Provides key audit reports as required
2.3 KEY HOLDER
Locks offices, building(s) (where appropriate) and all additional space assigned to the key holder
Safeguards keys to which they have access
Returns keys to Key Control when no longer needed
Contacts their supervisor, Key Control, and the University Police if a key is lost or stolen
Key and Access Control and Security Awareness Responsible Officer: Chief of University Police
Policy E2.4 Responsible Office: University Police
Effective Date: 05/012014
Page 3 of 6
2.4 DEPARTMENT
Maintains a log for all keys and electronic Swipe Card/Biometric access, including dates issued
and returned
Directs employees leaving the University to sign Clearance Forms and to return keys that are no
longer required
Notifies Key Control when a key is lost, should be returned, or when electronic key card and
biometric access should be discontinued
3. REQUESTS FOR CONTROLLED KEYS
An email or memo from the Department Director, Chair or designee requesting keys must be sent to Key
Control and include the following information related to the key holder:
1. Department Name
2. Telephone number and email address
3. Name and NEIU ID number (include last two digits located on the bottom right side of the ID)
4. Building and room number
5. Key Code, if known
Upon notification from Key Control, the authorized key holder will pick up the key at the Key Control office
after presenting photo identification and signing the Key holder Distribution Section of the Northeastern Key
Control form to certify receipt of key(s).
4. REQUESTS FOR UNCONTROLLED KEYS
Contact Facilities Management Service Requests via email ([email protected]) to request an Uncontrolled
Key and include the following information:
1. Department Name
2. Telephone number and email address
3. Building and room number
4. Specify: desk, cabinet, file cabinet, display case and/or description of lock number(s), if applicable.
Uncontrolled keys are issued at the Facilities Management office located in the H building between the
hours 8:30 am – 4:30 pm, Monday through Friday.
5. REQUESTS FOR SWIPE CARD OR BIOMETRIC ACCESS
All email or memo requests for access must include the following information for the individual being granted
access:
1. Department Name
2. Telephone number and email address
3. Building and room number
4. Name and NEIU ID number (include last two digits located on the bottom right side of the ID)
5. Time frame – Beginning and end date if applicable
6. Stipulate if key holder is a part time, full time or temporary employee or student
5.1 SWIPE CARD OR BIOMETRIC AUTHORIZATION REQUIREMENTS FOR EMPLOYEES
To request access to areas other than computer labs or smart classrooms, an email or memo
from the Department Director, Chair or designee requesting Swipe Card or Biometric Access
must be sent to Key Control.
To request access to faculty computer labs or smart classrooms, an email or memo should be
submitted to the Office of the Vice President/ Provost for Academic Affairs along with copy of
NEIU ID.
Employees requesting Biometric access must make an appointment for their finger-scan at the
University Police/Key Control - PF 109.
5.2 SWIPE CARD AUTHORIZATION REQUIREMENTS FOR STUDENTS
To request access to classrooms, an email or memo from the Department Director, Chair or
designee must be sent to Key Control.
Key and Access Control and Security Awareness Responsible Officer: Chief of University Police
Policy E2.4 Responsible Office: University Police
Effective Date: 05/012014
Page 4 of 6
To request access to elevators, an email or memo from the Department Director, Chair or
designee must be sent to Student Disability Services.
To request access to faculty computer labs or smart classrooms, an email or memo from the
Department Director, Chair or designee must be sent to the Office of the Vice President/ Provost
for Academic Affairs along with a copy of NEIU ID.
6. REQUESTS FOR STUDENT ACCESS TO ROOMS
An email or memo requesting Student access to a specified room from the Department Director, Chair or
designee must be sent to the Chief of University Police and should include the following information:
1. Department Name
2. Telephone number and email address
3. Name of student and NEIU ID number
4. Building and room number
5. Time frame for access - beginning and end date and time of day
Access rosters are retained in the University Police Department Dispatch. Students must display a student
ID and sign in. A Police Officer will open door.
7. RETURN OF KEYS
It is the responsibility of the key holder and Department Director, Chair or designee to make certain that all
Controlled and Uncontrolled Keys issued are returned to Key Control when there is a:
Transfer to another department
Resignation or termination of employment
Department re-keying/lock change
Request by area Vice President, Chief of University Police or Department Head/Chair
All Controlled Keys issued must be accounted for by returning keys to Key Control or paying the lost key fee
for every key that is lost or misplaced. If Controlled Keys are not returned, the University reserves the right
to pursue legal remedy.
8. REPLACEMENT KEYS
To replace a lost, misplaced, broken, or stolen key the user can initiate a replacement key request and
include the information required to request a controlled key (See item 3) to Key Control (at ext. 4101 or key-
[email protected]) from the Department Director, Chair or designee.
When security of an area has been compromised, the user must immediately initiate a lock change request
and include the information required to request a controlled key (See item 3) to Key Control (at ext. 4101 or
[email protected]) from the Department Director, Chair or designee
In the event that a key is lost or stolen, the key holder must do the following:
1. Report lost or stolen keys immediately to University Police, Key Control and to the Department
Director, Chair or designee
2. Complete a University Key(s) Loss Report with the University Police Department
3. Pay a fine for each lost key at the Cashier’s office
4. Submit the Police report and Cashier’s receipt to Key Control
In the event that a key is broken, the key holder must report broken keys immediately to Facilities
Management Service Requests during normal business hours (x5240) and to the University Police (x4100)
after business hours. There is no charge for replacement of broken keys if the broken parts are returned to
the University Police.
Keys that are found and returned to the University Police will be reissued within the unit or department at no
additional cost.
Key and Access Control and Security Awareness Responsible Officer: Chief of University Police
Policy E2.4 Responsible Office: University Police
Effective Date: 05/012014
Page 5 of 6
9. RE-KEYING LOCKS/LOCK CHANGES
Re-keying of locks will be performed only by the University Locksmith, or by contractors working under the
supervision of Facilities Management. All lock and key requests, installations, changes or modifications, will
be processed through a written request to the Chief of University Police with copies to: Facilities
Management Supervisor of Building Craftsmen, and Key Control.
10. COST OF KEY AND LOCK SERVICES
Contact the Key Control Department for the cost of key and lock services.
Keying and re-keying expenses associated with remodeling will be charged to Facilities Management or the
applicable Department.
Keying and re-keying expenses associated with lost keys are individual and/or departmental responsibility.
11. EMERGENCY ACCESS TO UNIVERSITY FACILITIES
University Police Officers provide access to non-sensitive areas. Keys to sensitive areas are only available
through the University Police Watch Commander. Contact University Police if emergency access to
University facilities is required.
When University Police opens an office or room, it is the responsibility of the individual to contact University
Police to lock the office or room when they leave. Rooms are not to be left open or unattended.
Key Control
Hours: M-F 9:00 am – 5:00 pm
Location: PF 109
Phone: (773) 442-4101
[email protected]
http://www.neiu.edu/~police/key_control
While this policy outlines the arrangements for controlling and restricting access to buildings and areas
within buildings, occupants should be aware of security issues concerning equipment and records housed in
classrooms, offices and other areas. These are as follows:
1. University Police will notify the Department Director, Chair or designee whenever areas are found
unsecured. The immediate supervisor of the person or department involved is responsible for taking
appropriate steps to insure that the incident is not repeated.
2. Keys to cabinets, desks, lockers, and drawers within departments and behind lockable doors are
uncontrolled keys, and security control is the responsibility of the department.
3. In general, all equipment valued in excess of $250.00 should be secured by means other than just the
security provided by the door locking system. Non-moveable equipment should be secured by the
appropriate size anchor pad. Small moveable equipment should be secured in a locked cabinet or desk on a
daily basis. Keys to all security devices used on campus (i.e., anchor pads), are the property of the
individual departments. The purchase of such security devices is the responsibility of the requesting
department.
4. Sensitive records should be stored in locked cabinets and should remain locked at all times. Access to
these storage areas should be limited to authorized personnel on an "as needed" basis. When possible and
feasible, sensitive records should be stored in fireproof cabinets.
5. Engineering and maintenance personnel will require access to all spaces that contain or allow access to
mechanical equipment. For this reason, these rooms or spaces are not to be utilized for storage of
unsecured equipment. In cases where departments have been assigned mechanical access space and
where storage of movable and/or unsecured equipment is required, such equipment should be secured in a
caged portion of the room.
6. The University will not be responsible for the security of personal items brought onto campus; the
responsibility for these items remains with the owner.
GUIDELINES
Key and Access Control and Security Awareness Responsible Officer: Chief of University Police
Policy E2.4 Responsible Office: University Police
Effective Date: 05/012014
Page 6 of 6
Formerly Administrative Memorandum #47 – Key Control System, effective date 3/1/1995 and
Administrative Memorandum #71 – Security Awareness Guidelines, effective date 3/1/1995
Please direct questions or concerns about this policy to:
Contact Phone E-Mail
Chief of University Police (773) 442-4100 [email protected]
The University reserves the right to modify or amend sections of this policy at any time at its sole discretion.
This policy remains in effect until such time as the Responsible Officer calls for review. Requests for
exception to any portion of this policy, but not to the policy statement, must be presented in writing to the
Responsible Officer.
HISTORY
CONTACT INFORMATION
DISCLAIMER